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Sales (PAGE DEVELOPMENT IN-PROGRESS)

The Sales Module in the Accubooks' Accounting System provides a comprehensive solution for managing sales transactions, customer data, approvals, and documentation efficiently.

Key Purposes

1. Centralizing Sales Transactions: The sales module serves as the central repository for encoding all sales transactions. This ensures that all sales data is consistently recorded and easily accessible within the system.

2. Adding Sales Transactions: Sales transactions can be added either through the sales field on the dashboard or via the sales and collection menu in the side menu bar. This flexibility allows users to choose their preferred method of data entry.

3. Customer Management: Users can select existing customers or add new customers directly within the sales module. This includes entering customer details such as name, type (customer or vendor), tax identification number, and terms.

4. Document Reference and Terms: Users can specify document references, such as purchase orders or delivery receipts, and set the terms to indicate the due date of the sales transaction. The system defaults the delivery date to the transaction creation date, but this can be adjusted using the calendar feature.

5. Detailed Transaction Entry: Users can add products or services to the sales transaction. If a product or service is not in the drop-down menu, it can be added on the spot. The system will automatically fill in the connected sales chart of accounts based on the selected items. Users can specify quantities, descriptions, selling prices, and add multiple line items if necessary.

6. Discount and Tax Application: The module allows for the application of discounts either as a rate or a fixed amount. The discounted amount is automatically calculated. Value-added tax (VAT) can also be applied. The system supports multiple VAT types, and the relevant amounts are computed automatically.

7. Review and Save Transactions: After filling in all transaction details, users can save the transaction. The system then redirects to a list of sales transactions for review. Users can review transaction details, including journal entries, and attach supporting documents if needed.

8. Approval Management System: The system includes an approval management feature that allows for online approval of transactions, streamlining the approval process. There are three levels: submit, check, and approve. The approval system tracks who submits, checks, and approves each transaction, and provides options to return, edit, delete, or cancel transactions.

9. Exporting Transactions: Users can export transaction details as PDF files, such as billing statements, which include comprehensive details of the transaction, customer, discounts, VAT, and timestamps of actions taken (submission, checking, approval).

10. Comments and Attachments: The system supports adding comments to transactions and uploading attachments, which can be renamed and annotated. This feature helps in maintaining detailed records and facilitating communication within the organization.

Complete Walkthrough Video

Sales Module Step by Step User-Manual

1. Accessing the Sales Module:

  • Go to the dashboard and look for the sales fields.
  • Click the "Add" button to add a new sales transaction.
  • Alternatively, navigate through the side menu bar:
  • Click "Sales and Collection".
  • Then click "Sales Module".

2. Add a New Sales Transaction:

  • Click the "Add" button on the sales feature page.
  • Use the drop-down button to select an existing customer or type the name of a new customer and click "Add Customer".
  • The system will automatically fill in the customer details (code, name, type, tax identification number, and terms).
  • Edit the tax identification number and terms if needed.
  • Click the "Add" button to save the customer details.

3. Enter Document Reference and Terms:

  • In the "Document Reference" field, enter details such as purchase order or delivery receipts.
  • Set the "Terms" to indicate the due date of the sales transaction.
  • The default delivery date is the transaction creation date, which can be changed using the calendar icon.

4. Enter Sales Transaction Details:

  • Select the name of the product or service from the drop-down menu.
  • If the product or service is not available, add it by typing the name.
  • For each product or service, the system will automatically fill in the connected sales chart of accounts.
  • Enter the quantity and a description (e.g., rental income).
  • Fill in the selling price.
  • To add another line item, click the blue plus (+) button.
  • Repeat the process for additional products or services.

5. Apply Discounts (if applicable):

  • In the discount field, choose to apply a discount by rate or amount.
  • Enter the discount rate (e.g., 10%) or the discount amount.

6. Apply Value Added Tax (VAT):

  • Apply VAT if applicable by selecting the VAT rate (e.g., 12%).
  • The system will automatically calculate the VAT amount and the net of VAT amount.

7. Save the Transaction:

  • After filling in all details, click the "Save" button to save the transaction.

8. Review the Transaction:

  • Once saved, the system redirects to the list of sales transactions.
  • Click the folder icon or the "Show Transaction" button to review all details, including journal entries.

9. Add Attachments (if needed):

  • Click the "Show" button, then the "Add" button to upload attachments.
  • Rename the file (e.g., "supporting document") and add remarks.
  • Click the "Submit" button to upload the attachment.

10. Add Comments (if needed):

  • Click the "Show" button for comments.
  • Add comments (e.g., "This sales transaction is for collection today").
  • Click the "Submit" button to save the comments.

11. Use the Approval Management System:

  • Submit the transaction for approval.
  • The transaction goes through three levels: submit, check, and approve.
  • The checker reviews the transaction and can return it with comments if corrections are needed.
  • The approver can return, approve, or cancel the transaction.
  • Once approved, the transaction cannot be returned, only canceled or reversed.

12. Export Transaction Details:

  • Click the "Export PDF" button at the top right section of the module.
  • Select the type of document to export (e.g., billing statement).
  • Review the exported PDF for details of the company, customer, transaction, discounts, VAT, and timestamps.